8.10 Cash Receiving

Policy Information

Purpose and Summary

To provide policies and procedures for receiving and depositing monies on behalf of the University of Arizona.

Source

Arizona Board of Regents Policy 3.101, 3.102

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international, for the collection of monies in connection with University activities.

This policy applies to any University employee (faculty, staff, student, docent/volunteer) who is performing any part of the cashiering function (receiving, receipting, depositing and reconciling of funds).

Definitions

1. Cashier/teller: Any employee who is responsible for receiving funds, handling cash or receipting funds for the department. Types of funds received are checks, cash/coin or credit card payments.
2. Change Fund: A Change Fund is a cash advance used to provide operating funds to authorized individuals for the purpose of exchanging cash in a cash transaction.
3. Custodian: The Custodian of Change Fund is the University employee, designated and authorized by a dean or department head, responsible for ensuring that the Department’s cash is secured, audited and supporting documentation is maintained
4. Direct Deposit Department: A department that has been assigned a unique outlet/location number and has daily or twice a week deposits which are picked up by contracted guard services or deposited directly to our partnering bank.
5. Negotiable item: A negotiable item is a document guaranteeing the payment of a specific amount of money with the payer named on the document. Examples of negotiable items are demand drafts, checks or promissory notes.
6. University Activity: University activities include, but are not limited to:
   1. Revenue producing activities using University of Arizona facilities or personnel acting on behalf of the University
   2. Research or research related activities, both government and private, including:
      1. Grants, contracts, and/or drug studies
      2. Fixed price contracts and/or indirect cost recovery funds
   3. Restricted and unrestricted gifts.
   4. Income from investments

Policy

1. Responsibility for the collection of monies in connection with University activities is delegated to the Vice President, Financial Services, who, in turn, delegates this responsibility to the University Bursar. The Bursar should be contacted regarding any deviations from policies and procedures stated herein. All funds received from any source, for any University activity, must be deposited with the University Bursar.
2. The University Vice President, Financial Services is authorized by the Arizona Board of Regents to conduct business with approved banks and to provide authorization for the opening and closing of all bank accounts.
3. Any University employee (Petty Cash/Change Fund Custodian, Staff or Student, Docent/Volunteer) who is performing any part of the cashiering function (receiving, receipting, depositing and reconciling of funds in the UAccess Financial accounts) is required to complete Cash Handling and Receiving training every 2 years. Staff/Students can register for the training through EDGE Learning. Special arrangements can be made for large groups within a department by contacting the Campus Banking Coordinator.
4. Money losses resulting from fraudulent or dishonest acts committed by a University employee are covered under a Board of Regents blanket bond. However, responsibility for such acts rests with the department head who will be looked to with regard to the proper following of the herein set procedures. Criminal charges may be filed depending on the severity of the offense.
5. Departments that are authorized to perform cashiering functions and require a Change Fund must have approval from the department head and their Financial Services Fund Accountant. To establish a Change Fund, a UAccess Financials Disbursement Voucher and promissory note must be completed. The custodian's signature indicates intent to comply with the policies and procedures set forth in this section. Change Fund promissory notes expire April 30 each year and must be renewed by the custodian of the fund if the activity is to continue. Never establish a change fund by withholding receipts from deposits to University accounts.
6. Each department is required to maintain supporting documentation when operating a Change Fund. Forms required include: Over and Short Ledger; Cash register tapes; Daily Balance Sheets; Monthly Verification of Cashier's Money (surprise cash count); and a Record of Deposit Log, with a validated University Cash Receipt copy attached. (Sample Forms and Logs). For retention information, refer to the University of Arizona’s Common Records Retention and Disposition Schedule, Financial Records Section
7. Request exceptions to this policy in writing and forward to Financial Services for approval.

Compliance and Responsibilities

Report violations, complaints and questions about this policy to Mark Barton, Bursar at mbarton@email.arizona.edu or (520) 621-3227.

Procedures

Establishing a Direct Deposit Department

1. To be established as a Direct Deposit Department, the department must contact the Campus Banking Coordinator. A “Department Deposit Outlet/Location” form will be sent to the department to complete and return. On this form the department will identify a specific deposit account where funds are to be deposited. The Bursar’s Office orders secured tamper free deposit bags, deposit slips and endorsement stamps with the assigned outlet/location number, and will provide them to the department for their use.
2. Departments that have been identified as a Direct Deposit Department will be set up to have deposits directly auto-posted to the account identified on the Deposit Outlet/Location form. A Distribution of Income (DI) document will be prepared to move funds from the auto-post account to the correct account(s).
3. The department will follow the Collecting Funds and Cashiering Functions section to process a deposit.

Collecting Funds

4. All departments collecting funds must follow the procedures outlined in this section. Departments authorized to perform a cashiering function must also follow the procedures outlined in Cashiering Functions.
5. All checks received for deposit must be made payable to The University of Arizona. University departments and individuals should advise their grantors/donors/contractors to make all checks payable to The University of Arizona, identifying the appropriate unit. Checks should NOT be made payable to or identify individuals. For example: The University of Arizona, Physiology Department, or The University of Arizona, Grant # XXX. The mailing address is: Bursar's Office, 888 N. Euclid Ave., Room 106, Tucson AZ 85721.
6. All checks made payable to The University of Arizona, or its administrative subdivisions (for example, College of Medicine, Faculty of Fine Arts, University Animal Care, Department of Accounting, University of Arizona Press), must be deposited into a University account, unless it is clearly the intent of the payer as supported by relevant documentation that another organization is appropriate. In that instance, the Bursar or designee will endorse such checks to the appropriate organization. Once checks have been deposited into University accounts, funds will not be transferred from the University unless there is clear evidence of error. If a transfer is necessary, a memo should be prepared and signed by the Department Head and attach documents supporting the transfer.
7. Banks and University cashiers cannot exchange a check for cash that is made payable to The University of Arizona.
8. Upon receiving funds:
   1. Verify cash to ensure there are no counterfeits.
   2. Verify checks to ensure the check has been correctly filled out.
   3. Endorse checks with a restrictive endorsement stamp.
   4. Provide the payer with evidence (such as a receipt or event ticket) that the funds were received.
   5. Place all items (cash, endorsed checks and credit card slips) immediately in a locked drawer or cash box. Negotiable items should never be left unsecured.
   6. Process and deposit the monies daily.
   7. If receipt books are used, these are to be recorded on a log indicating the receipt numbers and to whom they are assigned. (These items are recorded to ensure the authenticity of the receipts.) Otherwise, a unique receipt number should be created for each transaction to be assigned by a register or computer system.
9. Receiving and depositing funds received in the mail should be divided between two individuals.
   1. One staff member opens the mail and records the funds in a log. When currency and/or coin is received in US mail, a second staff member will be asked immediately to verify the funds received in the envelope and record the dollar amount by denominations and initial.
   2. The second staff member will be responsible for depositing the funds. For deposit instructions, refer to point 11.
10. Locking deposit bags for securing monies are available from the Campus Banking Coordinator. Call 621-1783 for more information. UNDER NO CIRCUMSTANCES SHOULD MONIES (cash or check) BE FORWARDED BY CAMPUS MAIL. All deposit items are to be hand delivered to the Bursar’s Office during normal business hours no later than 4:00PM.
11. Payments received directly by the department or individual must be DEPOSITED DAILY in one of four ways.
    1. If authorized as a Direct Deposit Department:
       1. Make a direct deposit via a secured tamper free deposit bag directly into the University's depository account. Departments should utilize contracted guard services to deliver deposits to the bank (deposits must be ready prior to scheduled pick-up time), or go directly to a branch of the bank that the University does business with.
       2. Complete a Distribution of Income (DI) form through UAccess Financials to move funds to a correct UAccess Financials account and object code. If funds do not need to be moved to another account, a Distribution of Income (DI) form is not necessary.
       3. If the department is moving funds of $300 or more in cash/coin around campus due to other locations or events, contact the Campus Banking Coordinator to establish a protocol using the department’s security staff or contracted guard services. 
    2. If not authorized as a Direct Deposit Department:
       1. A departmental representative should bring payments to the Bursar’s Office. These payments must be accompanied with the UAccess Financials Cash Receipt number included on each check or the adding machine tape brought to the Bursar's Office. A validated receipt will be returned to the department. Completed Cash Receipts and the mail/deposit log are to be compared with deposit records to verify that the deposit of all funds has been received.
       2. If departments need to deposit over $300.00 in cash/coin and they are not set up as a Direct Deposit Department, the department must contact the University Police Department to reserve an escort for the department representative to or from the Bursar's Office. At least 24 hour notice must be provided and the pickup must be scheduled to occur prior to 3:00PM.
    3. Via lock box processing services offered by the bank. Contact the Campus Banking Coordinator for details.
    4. If monies received are restricted or unrestricted gifts, take the funds, copy of a completed Cash Receipt, a completed Gift Report, and supporting documentation to the University Gift Office. NOTE: If the Gift is $1,000 or greater, complete a Gift Report per 8.33, University Development Fund Policy and Procedure.
12. Payments received by the Bursar's Office are deposited daily.
    1. Checks received from departments or individuals, including the Gift Office, with a properly completed UAccess Financials Cash Receipt, will be credited to the appropriate University account.
    2. Checks received via the US Postal Service will be credited either to the appropriate University account or if an account cannot be determined to an undistributed receipts clearing account. (Sponsored grants or contracts will be referred to Sponsored Projects Services.)
    3. When the account is known: Depending on the volume of payments received and the departments preference, the Bursar's Office will either:
       1. Total the checks for each account number and object code, enter the amount as one line item on the UAccess Financials Cash Receipt for data entry into UAccess Financials and send the department the validated Bursar receipt and a copy of the UAccess Financials Cash Receipt; or,
       2. List each payment separately on the UAccess Financials Cash Receipt and send the validated Bursar receipt and a copy of the UAccess Financials Cash Receipt to the department.
    4. When the account is not known: The Bursar's Office will contact the department directly to confirm the check belongs to the department and will obtain an account number and object code. Items that are not claimed by a department will be researched with the maker of the check to determine the university contact. A phone call will be made to obtain an account number and object code.

Reconciling

13. The department head should review the overall financial status of the department to ensure that no significant errors are occurring. The responsible person for the account should, at a minimum, review the UAccess Analytics G-FM-Assets & Liabilities report monthly, to ensure that expected revenues are being deposited and expenses are reasonable. All balancing documentation (balance sheets, logs (mail, deposit), cash receipts and pink deposit slips) are to be reconciled to UAccess Financial Accounts monthly.

Cashiering Functions

14. Obtain authorization for all cashiering functions from the Bursar's Office.
15. To establish a Change Fund, a UA Financials Disbursement Voucher and promissory note must be completed. The custodian's signature indicates intent to comply with the policies and procedures set forth in this section. Change Fund promissory notes expire April 30 each year and must be renewed by the custodian of the fund if the activity is to continue. When the Change Fund is approved, Accounts Payable will issue a check to the custodian. Never establish a Change Fund by withholding funds from deposits to University accounts.
    1. Departments who have been approved to order cash will deposit the check into their UAccess Financials account and order the necessary denominations.
    2. The Bursar’s Office can exchange the change fund check for cash for those departments not approved to order cash. Contact the Campus Banking Coordinator to ensure funds are on hand.
       1. If departments need to cash a Change Fund check for over $300.00, the department must contact the University Police Department to reserve an escort for the department representative from the Bursar's Office. At least 24 hour notice must be provided and the pickup must be scheduled to occur prior to 3:00PM.
16. To exchange funds for another denomination, Contact the Campus Banking Coordinator to ensure funds are on hand.
    1. If a department needs to exchange over $300.00 in funds for another denomination, the department must contact the University Police Department to reserve an escort for the department representative to or from the Bursar's Office. At least 24 hour notice must be provided and the pickup must be scheduled to occur prior to 3:00PM.
17. The cashiering function should maintain a separation of duties. This specific separation of duties may be difficult for some units because of a limited number of employees. This problem should be brought to the attention of the Campus Banking Coordinator who may recommend an alternate procedure to maximize security and control. Separation of duties should include:
    1. Designating an individual to receive payments, whether by cash, checks or credit cards. This individual should be someone other than the cashier and is responsible for opening the mail and recording receipt of funds on a log before presenting the funds to the cashier. When currency and/or coin are received in US mail, a second staff member should be asked immediately to verify the funds received in the envelope. The mail logs are to be compared with the cashier's records to verify the deposit of all funds received.
    2. Separating the cashiering function from the accounts receivable function.
    3. Separating the cashiering function from the cash disbursement function.
    4. Periodically rotating the duties of employees connected with the Cash Receipts function.
18. To ensure the safekeeping of undeposited monies:
    1. Maintain all funds (cash, endorsed check and credit card receipts) received in a secured lock drawer or locked cash box, housed in an area not accessible to anyone other than the responsible employee.
    2. Lock all drawer and cash boxes during the cashier's absence.
    3. Restrict safe combinations and keys to drawers or cash boxes to a minimum number of employees.
    4. Control combinations and duplicate keys by two individuals other than the person holding the keys or combinations. This procedure is referred to as a dual control system.
    5. Change safe combinations and locks periodically and when indicated by employee turnover.
    6. Count all monies and balance to receipts DAILY.
    7. The supervisor of the custodian of a Change Fund is required to conduct a surprise count of cash on hand monthly.
19. Whenever practical, use cash registers. Cash register controls should consider the following:
    1. Locked in totals.
    2. Visible amount of sale.
    3. Bell signaling sale and opening of drawer.
    4. Receipt given to payer.
    5. Over and under ring voucher signed by payer and supervisor.
    6. Voided receipts returned for audit purposes.

Direct bank deposits for off-campus University departments

20. The Vice President, Financial Services may approve a department's request to make direct bank deposits if:
    1. The department is trained and capable of performing the functions required for direct deposit.
    2. Facilities in the department provide adequate and maximum security.
21. After receiving authorization to make direct bank deposits, the department will work with the Campus Banking Coordinator to set up the operation. A direct bank deposit avoids duplication of work, offers a timelier depositing of funds, and better control over departmental deposits. Reports of deposit are received directly from the bank by Treasury Cash Accounting.  These deposits are posted to the department’s auto-posting account within 3 business days.  A department representative is to review these accounts to ensure the deposit was posted.  

Foreign Checks

22. University departments accepting checks drawn on a foreign bank in US dollars must process these items on a separate UAccess Financials Cash Receipt and deposit slip. These items may require special handling by the University teller and the bank. If a check is drawn on a foreign bank in US dollars, excluding Canada, the bank may assess collection fees that will be charged to the department. Items under the equivalent of US $300.00 should not be accepted for collections since the bank will not accept it for processing. Please call the Bursar's Office at 520-621-1783 for information..
23. Departments can avoid collection fees by requiring checks be drawn against a US correspondent bank. Another option is to request the vendor to send a wire transfer. Contact the Campus Banking Coordinator for more information.

Value-Added Inventory

24. The department is responsible for the control of value added inventory, for example, tickets, UA Cat Cards, gift cards, parking passes or postage stamps. Since the inventory location may be decentralized, adhering to the following guidelines for controlling all inventories is the department's responsibility.
25. Written procedures must be developed for the control of inventory at each location, and must be approved by the Campus Banking Coordinator. These procedures must include the following:
    1. Funds are deposited daily.
    2. A control log is maintained and validated against University Cash Receipts by the person in charge of the inventory.
    3. Deposits are matched against deposits shown on the UAccess Analytics G-FM-Account Detail report.
    4. Reports are prepared as necessary, for example, immediately after each event in the case of ticket stock. The information in these reports must be sufficient to determine the inventory converted to value and must include at least the following information:
       1. Total items available.
       2. Numbers of items sold by individual price.
       3. Number of complimentary tickets issued and signed for (ticket stock).
       4. Number of unsold items.
    5. Ticket stock, gift cards and parking passes also require a list of individuals authorized to receive complimentary items which are approved by the unit director. The director or designee approves individuals authorized to receive complimentary tickets, gift cards or parking passes. Employees in the ticket sales functions may not be authorized to approve complimentary tickets. Individuals receiving complimentary items must sign for them.

Bank Card (Credit Card) Receipts

26. When processing a credit card payment, be sure to compare the signature on the receipt to the back of the card or request to see an ID if the signature line is blank. Compare the last 4-digits of the card to the receipt. If these do not match, contact Bank of America Merchant Services for assistance. Secure the signed receipt copy in a register, locked cash drawer or locked bag until end of day balancing occurs.
27. Point of Sale (POS) machines, Dial Pay Merchants, and E-Commerce systems will be settled daily. Funds are received electronically and deposited directly into the University MasterCard/Visa account on behalf of the department. All revenue (credit) and refund (debit) transactions will be auto-booked to the departmental account based on the merchant number. In order to transfer funds to another account, the department completes a Distribution of Income (DI) form in UAccess Financials. Departments should reconcile their accounts monthly to verify that receipts, refunds and transfers have been posted correctly.
28. Bank Card (Credit Card) Security - To insure all receipts are maintained and properly secured per Payment Card Industry Standards, refer to Policy 8.14 - Merchant (Bank Card/Credit Card) Acceptance Policy and Procedures.

Jury Duty

29. Deposit all Jury Duty payments at the Bursar's Office. Prepare a Cash Receipt in UAccess Financials.
30. Jury duty payments are classified into two groups: payment for service and jury mileage reimbursement.
    1. Payment of services only: The employee endorses the check over to the University. Bring the check to the Bursar's Office with the Cash Receipt number.
    2. Payment of services and jury duty mileage reimbursement: The employee writes a personal check to the University for the amount received for payment of services. Attach the employee's personal check, a copy of the jury duty check, including the stub with the UAccess Financials Cash Receipt number listed on the copy of the Jury Duty check. Bring the check and copy of the Jury Duty check to the Bursar's Office. (The employee is entitled to the Jury Duty mileage.)
31. The account you will use depends on the account from where the employee is paid. If the employee is paid from:
    1. State, Sponsored or indirect cost accounts for departments not part of UA Health Sciences (UAHS): Deposit into account 1000100-0830, even if the employee is only PARTIALLY paid from one of these accounts.
    2. State, sponsored or indirect accounts for UA Health Sciences (UAHS) departments: Deposit into account 1400000-0830.
    3. All other accounts: Deposit into the account where the largest portion of the employee's salary is charged; use object code 0830.

Refunds, Rebates, or Credits

32. Refunds, rebates, or miscellaneous credits from vendors may be issued in the form of a check, gift card, credit memo, or refund to the PCard (if original purchase was made on the PCard).
33. Refunds, rebates, purchase discounts, and miscellaneous adjustments for overpayments or erroneous charges should be credited back to the original account and object code.  For assistance, please contact your Fund Accountant or Sponsored Projects Services (SPS) for sponsored accounts.
34. If a refund or rebate check is made payable to an employee or to The University of Arizona, these checks can be deposited at the Bursar’s Office.  Complete a Cash Receipt, have the employee sign the check over to The University of Arizona if it is made out to the employee, endorse the back of the check with the department’s endorsement stamp, and bring a copy of the invoice and rebate form along with the Cash Receipt and check to the Bursar’s Office for deposit.
35. If a gift card is issued for the rebate, receipt of the gift card is to be recorded in UAccess Financials on a Distribution of Income and Expense (DI).  The gift card should be used by the department for purchases with a valid University business purpose.  Keep copies of receipts and record all items purchased with the gift card using the DI.  
36. When depositing refunds or rebates to capital object codes (7xxx), include the equipment’s Purchase Order or A-Tag number on the Cash Receipt.

Invoicing Arizona State Agencies

37. In order to reduce the number of Arizona Department of Administration vendor numbers/mail codes and to identify and expedite deposit of payments received from the State, Arizona State agencies (for example, Department of Transportation, Department of Economic Security) will be invoiced with a standardized invoice number. An Arizona State agency will not issue a warrant to the University without this invoice number. When an Arizona State agency asks for an invoice number, the department will provide a 14-digit invoice number with the following information in the following order: 7-digit account number 4-digit revenue or expense object code. 4-digit organization code. Exception: Billings initiated by Sponsored Projects Services will use the following invoice number format: 7-digit account number 3-digit numeric invoice number 1-digit alpha character for invoice revisions (when necessary)
38. The Arizona State agencies will mail warrants as follows:
39. Warrants received by the Bursar's Office will be deposited into the account number and object code indicated by the invoice number. All supporting documents will be forwarded to the department.

RELATED INFORMATION

Cash Receipt Procedures - UAccess Financials Reference Guide (see Section 4a: Receiving Cash, Checks, and electronic payments > Receipts > Depositing Cash or Checks)

1. Complete the UAccess Financials Cash Receipt (CR).
2. Record the CR number on each check and stamp check with endorsement stamp.
3. Bring checks, cash and CR document number to Bursar's Office for deposit.

Distribution of Income (DI) Procedures - UAccess Financials Reference Guide (see Section 4c: Fund Transfers (Distribution Revenues, Assets, or Liabilities between accounts)

1. Prepare deposit.
2. Contracted guard services will pick up the deposit bag. Record information on the logbook provided by the guard services. Keep the pink deposit slip for your records.
3. Complete the UAccess Financials Distribution of Income (DI) form once funds are posted in the department’s UAccess Financials account.